As businesses increasingly utilize incentive travel to motivate and reward their teams, event planners are tasked with creating not only memorable experiences but also secure environments. From meticulous logistics planning to proactive risk management strategies, navigating the landscape of security in incentive travel demands foresight, expertise, and a commitment to ensuring every attendee feels safe throughout their journey. This type of reward offers an exciting and unique opportunity to introduce teams to new destinations while recognizing their hard work and fostering connections with one another. But in order for these programs to be executed seamlessly, they require work behind the scenes to enhance security measures and deliver peace of mind for every participant.
The Incentive Travel Index from the Incentive Research Foundation (IRF) highlighted that one of the changing considerations in recent years has been the importance of health and safety. More specifically, this report noted that 72% of buyers see safety from a crime/threat perspective increasing in importance, and 58% of buyers see safety from a health perspective increasing in importance.
To proactively address attendee concerns over health and safety, every incentive travel program should have certain security measures in place. While event organizers work in the background to ensure attendees are safe, participants can relax knowing they’re in good hands over the course of their trip.
What You Need to Know About Event Security
When planning any event, whether it’s an intimate corporate dinner or an immersive incentive travel program, one of the top priorities that often goes unnoticed is event security. To ensure a flawless event, prioritizing the safety and security of all attendees is crucial.
Event security encompasses all measures taken to protect attendees, staff, and assets during an event. This includes physical security, cybersecurity, emergency preparedness, and crisis management.
When creating an event security plan, there are many considerations. For instance, physical security includes access control, surveillance, and the presence of security personnel to prevent unauthorized access and manage potential threats. Cybersecurity, on the other hand, focuses on protecting sensitive data (such as attendee information and payment details) from digital breaches. An effective plan also involves preparing for emergencies by establishing clear protocols and communication channels to handle unexpected situations quickly and efficiently.
In addition to on-site event security, planners must also address the safety and well-being of attendees throughout multi-day incentive trips. This responsibility goes beyond mitigating external threats to encompass safeguarding their health and overall welfare. Given the varied environments and activities essential to incentive travel programs, prioritizing attendee health becomes critical to a successful and enjoyable experience.
Beyond this, it’s important to implement comprehensive health protocols for destination events. This can involve several measures being put in place, such as maintaining high standards of hygiene at event venues, providing hand sanitizing stations, and ensuring food and beverages are prepared and served safely.
Why You Need to Prioritize Safety During Incentive Travel Programs
Health and safety should be part of the overall program design for incentive travel. Without protocols in place, you might leave sensitive information vulnerable or put the safety of attendees at risk. But that’s only the tip of the iceberg. There are a wide variety of reasons to create event security plans.
Ensuring Attendee Safety
The primary reason for robust event security is to safeguard the well-being of everyone present. In today’s world, where threats can range from petty theft to risks surrounding personal safety, having a solid security plan is essential.
But safety extends beyond security. From monitoring health concerns to addressing potential hazards in unfamiliar locales, meticulous planning and proactive measures contribute to a seamless and secure experience. By prioritizing attendee safety, planners not only uphold their duty of care but also enhance the overall satisfaction and success of the trip, fostering a conducive environment for networking, learning, and celebrating achievements.
Protecting Assets and Information
Events are dynamic environments that often include valuable equipment, sensitive information, and other assets that require protection. Effective security measures are essential to prevent theft, data breaches, and various forms of loss or damage.
In today's digital age, safeguarding information is critical. Implementing two-factor authentication (2FA) for mobile event apps and websites adds an extra layer of security against unauthorized access. Moreover, ensuring that all staff members are well-trained in safety and security protocols is essential. This includes familiarizing them with emergency procedures, enforcing access control measures, and educating staff on how to handle sensitive information responsibly.
Beyond digital security, physical assets also require attention. Utilizing secure storage solutions, employing trained security personnel, and conducting regular checks of equipment and facilities contribute to a comprehensive security strategy.
Promoting Trust
Maintaining a flawless reputation is crucial for incentive programs to be effective, as any security breach or incident can significantly damage both the event's standing and the credibility of organizers. Whether it's a data breach or health concerns arising from past events, potential attendees may be hesitant to participate in future events if they perceive risks. This is especially important for businesses with recurring incentive travel.
Creating and maintaining a secure environment is essential to promote trust and confidence. By implementing stringent security protocols and effective risk management strategies, planners not only mitigate potential threats but also demonstrate their commitment to participant safety.
Enhancing Attendee Experience
A secure event allows attendees to focus on the purpose of the event – whether it’s education, networking, or recognizing achievements – without worrying about safety. By addressing both physical and health-related aspects of security, organizers create a safe and enjoyable experience for everyone. This not only protects the well-being of attendees but also enhances their overall experience and satisfaction, contributing to a successful incentive program and a positive reputation.
Five Tips for Event Security
If you don’t already have a health and safety plan in place for your incentive travel program, here are a few tips that allow attendees to get the most out of their experience while keeping them safe at all times.
1. Evaluate Your Destination
Not every security plan is designed to be a one-size-fits-all solution. To ensure event organizers and their teams are taking the right safety measures, it’s important to understand the destination and any associated risks. Destination marketing organizations (DMOs) are a great place to begin gathering information. Make sure you research the location’s crime rate, political stability, health risks, and recent events that might impact safety. Also, check out safety protocols that the venue may already implement.
2. Create an Evolving Plan
Threats to safety are ever-changing, and systemic vulnerabilities are constantly challenged. It’s important to create a plan that’s diverse, properly executed, and routinely reviewed and adapted. As times have and will continue to change, the list of potential threats grows daily as we’re exposed to new risks.
To address these risks, it’s best to have multiple communication channels to ensure that organizers and staff can communicate effectively in case of an emergency. Similarly, there should be multiple points of contact in case individuals or networks become inaccessible.
3. Practice, Practice, Practice
Having a protocol and resources is important, but preparation and repetition through training are true key elements for giving your people confidence and lowering their crisis response times. What does this look like? Protocol reviews, crisis management team training, active shooter drills, first aid certification, and various other efforts.
4. Leverage Event Technology
Utilizing modern security technologies (such as surveillance cameras, metal detectors, and smart event badges) can greatly enhance security measures. The latest innovations in event tech use artificial intelligence and facial recognition to ensure that anyone who is in attendance is where they’re supposed to be. Similarly, smart badges can help with access control, ensuring that only those who are registered or are part of the event staff are allowed into the venue.
5. Choose the Right Partner
Many factors will determine the right partner(s). Considerations such as the scope of domestic or international programs, adherence to union contracts, coordination with venue security, and the overall scale of the program are pivotal when formulating a health and safety plan. Identifying these variables will help you select an ideal partner who aligns with your specific needs and ensures you are ready for any unforeseen circumstances.
When evaluating your options for event security, you can rest assured knowing that Bishop-McCann has your back. Our goal is to protect our people, clients, and attendees by ensuring only the best practices are used at any event. These practices include understanding venue security features, checking resources to understand potential threats before an event, being alert while on site, and having clear kick-off meetings with staff, so everyone understands the health and safety protocols in the event of an incident.
In order for attendees to get the most out of incentive travel and employee recognition events, they need to focus on the event itself – not their health and safety. Leave that to us, and connect with our event planners to discuss security management plans for your next incentive trip!
